Contract Administrator

Pasadena, CA, United States

Description

Your role at GEI. GEI is looking for a Contract Administrator who is motivated, energetic and detail-oriented. This position falls in the Program Management (PgM) Practice in California and will support a variety of projects, including but not limited to, dams, spillways, levees, pipelines, pump stations, canals, wells, and groundwater recharge facilities. This position reports to the Program Management Practice Leader (PGMPL) with a preference to report to GEI’s Carlsbad, CA office but may report to other California offices. The Contract Administrator will assist with tracking and coordinating day-today administration of public works contracts and tasks, support project managers (PMs) on various projects, and assist with contract proposals. This position may include acting as Deputy Project Manager (DPM) to help manage the team, invoices, lead document control, and assist with project controls as needed. This successful job candidate will have entrepreneurial skills and abilities that are aligned with GEI’s Strategic Plan. Essential Responsibilities & Duties Tracking and coordinates day-to-day administration of contracts and tasks, including preparing, analyzing, and tracking contract requirements.

Works with external engineers and PMs through all phases of the work.

Supports PM’s and PgM’s with communications to ensure the efficient operation of groups.

The successful candidate must have excellent communication skills, be customer-oriented and task driven for the safe completion of simple and complicated activities.

Document preparation including proofreading, formatting, and preparation of electronic and hard copy submittals.

Assists with task orders, detailed budgets, change orders/contract modifications, and amendments.

Develops agendas, coordinate, and memorialize routine project team meetings as well as agency meetings.

Develops and maintains project controls manual and project management plan.

Prepares monthly progress reports.

Responds to client and subconsultants for any invoice disputes or questions.

Maintains a document management system with all project related documents and correspondence files.

Provides orientation to GEI staff new to project.

Assists in budget development, resource loading and leveling.

Assists with preparation of qualification statements and proposals.

Coordinates subconsultant agreements, insurance, confidentiality statements, etc.

Reviews, manages, and analyzes monthly invoices – internal and external.

Prepares and maintains tracking spreadsheets for project related budgets.

Organizes and memorialize various meetings.

Completes other project related, and technical duties as assigned.

Manages Program Document Management System.

Candidates can expect to work independently as well as in groups. May be assigned additional tasks as required.

Minimum Qualifications Associate degree (administrative professional, or similar preferred) with 8+ years of contract administration experience in water resources engineering industry.

Strong interpersonal skills, comfort and capability working effectively with diverse teams to achieve shared goals.

Strong attention to detail, excellent organizational skills and methods, proven capabilities in process management

Good understanding of contracting methods and standards for professional services such as planning, design, program management etc.

Good understanding of contracting methods and standards for construction services

Previous experience administrating professional services contracts and construction contracts in California.

Advanced Microsoft Word and Technical Writing skills; including automating documents, formatting, and accurate proof reading, grammar, punctuation, and spelling, as well as outstanding verbal and written communication skills.

Advanced knowledge and application of Microsoft Word, Excel, PowerPoint, and Adobe/Bluebeam Revu skills, including automating documents, formatting, and proofreading.

Valid driver’s license required.

Preferred Qualifications Previous experience supporting PgM and CM projects for water resource projects in California.

Experience with Microsoft Teams, Procore and/or other CM software systems.

Experience with Microsoft Project and Primavera P6

A Certified Associate in Project Management (CAPM) and/or a Project Management Professional (PMP) certification

We are GEI. Some of the world’s most pressing problems – from climate change to sustainable development, to critical infrastructure and the future of our energy supply – need our brightest and diverse minds working together to create safer, more resilient communities for tomorrow. We are technical experts, collaborators, and entrepreneurs who draw from diverse backgrounds to solve our clients’ most complex challenges. With approximately 60 offices across North America, we offer a range of engineering, science, and technical consulting services. Our range of expertise, project types, and culture make us the choice for top talent in the AEC industry. Employee-owned. Employee-focused. As a 100% employee-owned company, our employees support our flat leadership structure, have a say in how our business operates and benefit from our financial success. We are committed to employee growth with career development opportunities, competitive total rewards, a well-being program, flexible work arrangements and more. Our company culture is driven by our 4 Cs – we are Client-Centered, Curious, Collaborative, and Community Minded – which support our focus on sustainability, safety, diversity, equity and inclusion. Get to know us better by visiting GEI’s career site here. GEI’s Total Rewards Package Includes Market-Competitive Compensation, including Eligibility for an Annual Performance Bonus

Pay Range For This Position: $33.65 – 43.27/hour

Comprehensive Benefits Program, including Medical, Dental, Vision, Life, Disability and More

Well-Being Program and Paid Parental Leave

Commuter Benefits

Hybrid Work Schedules and Home Office and Cell Phone Stipends

GEI University (GEIU) with Continuing Education Assistance and Tuition Reimbursement

Connecting Conversation Program with a Focus on Professional Development and Opportunities for Advancement

Support and Financial Rewards for Publication Awards, Professional Dues, and Professional Licenses

Paid Holidays and Generous Paid Time Off Program

Rewards and Recognition

GEI-Funded Profit Sharing and 401(k)

Opportunity to be an Owner and Shareholder (Learn more here)

A Vibrant Culture that is Focused on Partnership, Sustainability, Giving Back to Our Communities and Diversity, Equity and Inclusion

And More…

WORK ENVIRONMENT Functional Demands: X Sedentary Light Medium Other Activity Level Throughout Workday (check one per row) Physical Activity Requirements Occasional (0-35% of day) Frequent (33-66% of day) Continuous (67-100% of day) Not Applicable Sitting X Standing X Walking X Climbing X Lifting (floor to waist level) (in pounds) (0-25 lbs) Lifting (waist level and above) (in pounds) (0-10 lbs) Carrying objects X Push/pull X Twisting X Bending X Reaching forward X Reaching overhead X Squat/kneel/crawl X Wrist position deviation X Pinching/fine motor skills X Keyboard use/repetitive motion X Taste or smell X Talk or hear X Accurate 20/40 Very Accurate 20/20 Not Applicable Near Vision X Far Vision X Yes No Not Applicable Color Discrimination X Sensory Requirements Minimal Moderate Accurate Not Applicable Depth perception X Hearing X GEI is an AA/equal opportunity employer, including disabled and veterans.

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